Reference Searching

When a find is based on the Digital Resources folder type, Digital Storage Manager adds additional search criteria for reference searching based on the relationship digital resources have with other folder/document records within the system. For example, a single digital resource (image, logo, digital file, folder, etc.) may be referenced on multiple folders/documents simultaneously. Digital Storage Manager, however, stores a reference to the original digital resource only once in the Digital Resources folder. This eliminates the possibility of having duplicate records in the database and reduces the administration and management of digital assets.

Important! Reference searching is available only for finds based on the Digital Resources folder type. Reference searching is not available for documents attached to the Digital Resources folder record.

Creating a find with reference search criteria

1. Select New Find from the Finds menu. This will open a new Find window, allowing you to specify the search criteria that will be used by the Find.
2. Click the Using Form expander button to select the Digital Resources form on which you would like to base the find. Selecting the form will both determine which database fields are available for searching and display a field search criterion row in the window.

1. Click the FIND MODE button and select DESIGN. This will put the find into Design mode and allow you to start specifying the search criteria.

Note: You may also specify search criteria in Normal mode. When setting up finds, however, Design mode is recommended because it allows you to specify the search criteria that will be hidden when the find is used in Runtime mode.

1. Specify the primary search criteria for the find. For details on specifying primary search criteria, please refer to the “Defining the Search Logic for Finds” section above.
2. Click the Referenced By expander button and select the folder/document type on which the digital resources will be referenced. This will instruct Digital Storage Manager to search for the digital resources referenced by the selected folder/document type.
3. Click the Not Referenced By expander button and select the folder/document type on which the digital resources will not be referenced. This will instruct Digital Storage Manager to search for the digital resources that are NOT referenced by the selected folder/document type.
4. Select a database field on which you want to have the Find used from the database field popup in the referenced/not referenced by sections. The fields available are determined by the folder/document type selected for referencing/not referencing.

1. Select the operator you want to apply to the database field from the operator popup in the referenced/not referenced by sections. The operators available depend on the database field selected, but may include: starts with, contains, does not contain, equal, not equal, less than, less than or equal, greater than or equal, and greater than.
2. Specify the field or value on which the operator will be run. The value entered/field selected will become the default value/field that appears each time the find is accessed within Digital Storage Manager.

To compare the value of the database field selected in Step 7 to a constant value, type the value in the text field for the search criterion, or click the expander to the right of the text field to select a value. The available values depend on the database field.

To compare the value of the database field selected in Step 7 with the value of another field, click the expander to the right of the text field, select Switch to field, then select the appropriate database field. The fields available are determined by the folder/document and the form on which the find is based. You may also switch back to entering a value in a text field by selecting “Switch to values” from the database field popup.

To use MetaScript to compare the value of the database filed selected in Step 7, type the appropriate MetaScript in the text field.

1. OPTIONAL: Click the check box to hide the search criterion when the find is executed in Runtime mode. “Checking” the check box will hide the search criterion while leaving the check box “unchecked” will keep the search criterion visible to the user.
2. OPTIONAL: To define additional search criteria, click the Plus button in the referenced/not referenced by sections*, select the and/or operator, and* repeat Steps 7-10 for each search criterion you would like to include in the referenced/not referenced by sections of the find.

Note: In the Digital Storage Manager system, AND has a higher priority than OR in all conditions. For example,

Criterion1
and Criterion2
or Criterion3

will be interpreted as “(Criterion1 AND Criterion2) OR Criterion3”. A find based on the above criteria will retrieve the folders/documents for which Criterion1 and Criterion2 are both true, as well as those for which only Criterion3 is true.

If you would like the search criteria to be interpreted as “Criterion1 AND (Criterion2 OR Criterion3)”, you must use the following set of search criteria:

Criterion1
and Criterion2
or Criterion1
and Criterion3

A find based on these search criteria will only retrieve the folders/documents for which Criterion1 is true and either Criterion2 or Criterion3 (or both) is true.

1. Click the FIND MODE button and select either NORMAL or RUNTIME. This will put the find into either the Normal or Runtime modes and allow you to use and save the find. For more information on Normal and Runtime modes, please refer to the “Setting the Appropriate Find Mode” section above.
2. Click SEARCH. All digital resource records that match the search criteria you have defined will be retrieved from the Digital Storage Manager database. These search results will be displayed in the lower portion of the Find window, allowing you to review, modify, delete, and attach documents to the records retrieved by the Find. The results retrieved by the find also allow you to confirm that the search criteria have been properly defined.

1. OPTIONAL: Customize the search results grid listing. To do so, open the Grid Customization window for the find by clicking the Customize Grid button ( ). This window allows you to specify the columns that will appear in the search results grid of the find, the columns’ order of appearance, and the columns’ sort order. Click OK to close the Grid Customization window. Additional information on customizing the Grid can be found in the Customizing Grid Displays section of the guide.

1. OPTIONAL: Click SAVE AS to save the find so that it may be reused. A Save Search dialog box will appear, asking you to specify a name and an optional shortcut for the find.

1. Type the name of the find in the Save As field, specify shortcut keys for the find in the Shortcut field (if desired).

NOTE: Only shortcuts that don’t use the Shift key are available for local finds, since the Shift key is reserved for global find shortcuts. Additionally, some shortcuts are already reserved by the system and are not available for assignment to Finds.

To always load the appearance settings (Digital Resources/Documents Tab, pane dimensions, window size, etc...) from the database when the Find is opened, select the “Always reset find appearance on load” checkbox (see above).

To save the Find as a context Find, select the “Show in context find menu” checkbox and click SAVE. This will save the new find to the Digital Storage Manager database and display the entry as a menu item in the Tools:Find submenu.

1. Click OK. This will save the new find and display the Find name as a menu entry in the Find menu and, if applicable, in the Context menu.

At this point, the find has been created, saved, and has become available in the appropriate menus for use.